Holding a fundraiser? A few tips on how to throw a great event on a budget

Sometimes life throws curveballs, and you never know when you might find yourself holding a fundraising event for friends or loved ones in need. Maybe they need help covering costs for things like medical emergencies, funeral services, unexpected travel or the fallout from a disaster for which they didn’t have insurance.

It’s a steep learning curve, and bake sales will only get you so far. Here are a few steps to get you started on hosting a successful event that will bring in the bucks plus be a lot of fun.

Look to online platforms to extend your reach (but beware that “free” doesn’t necessarily mean free)

Assuming the recipients have given the go-ahead to go public with their plea, there are all sorts of websites that allow people to donate to various, independent causes, including YouCaring, GoFund Me, FundRazr, MyEvent, and more. Some claim to cost nothing — but, in fact, still involve fees.

MyEvent, for instance, has a 2 per cent service fee plus a fee of 75 cents per ticket or donation, plus credit-card fees of 3 per cent.

GoFundMe, meanwhile, charges a 5 per cent service fee; its partner, We Pay, charges 2.9 per cent plus 30 cents per donation, for a total of 7.9 per cent plus 30 cents per donation.

If it’s s small-scale effort you’re spearheading, fees of anywhere from 3 to 10 per cent are going to hurt. If you go the DIY route by taking donations via good, old-fashioned cash or cheque, be sure to have one or two other volunteers onboard to count money and monitor accounts to ensure transparency.

Strive to keep expenses for an event low to nonexistent

To keep costs down on food and drink, see if anyone would be willing to donate a few dishes or some baked goods, host a wine bar or cover other costs. Approach local grocery stores or catering companies to see if they’d be in a position to donate one or two party platters each. Ask coffee shops if they could throw in some beverages.

Be prepared to present anyone you approach with a brief outline of who the fundraiser’s for and why, how many guests will be attending, how much money you hope to raise, and how that money will be spent.

Seek a free venue, if possible. If you’re going to host a party or other communal gathering, note that halls, community centres, and private rooms at restaurants or hotels all come with hefty rental fees or minimum spending requirements, which means less money going to the intended recipients. Put the call out to friends and neighbours to see if anyone’s willing to open up their home or knows anyone who would be, or if anyone has access to any other free or cheap unique usable space.

Price the ticket right

You want as many people as possible to show up, so don’t price them out by charging an exorbitant fee for a ticket. Canvass friends in advance of setting a price to see what they’d be willing to pay.

Consider a silent and/or online auction

Silent auctions are practically a given at fundraising events. Ask around for donations; you never know who might come forward with something that’s going to trigger a bidding war. Try neighbours and any local businesses you can think of (including restaurants, coffee shops, yoga studios, real-estate agencies, fitness centres, theatres, hotels, wine stores, candy shops, kids’ activity centres, and so on).

Here’s an idea: ask a group of six or more people to contribute one bottle of wine each, ideally purchased on sale, and make up a wine lover’s basket. (Items containing alcohol always seem to do well.)

If the items don’t sell at the event itself, try unloading them via Facebook or craigslist.

Mind the rules

If you’re selling alcohol at an event, be sure to acquire a liquor licence and liability insurance. Not doing so could land you in big trouble.

Mind your manners

Anyone who donates to a cause deserves recognition, so be sure to write thank you cards or emails after the fact. For businesses that donated cash, food, or silent-auction items, offer to distribute business cards or other promotional materials at the event and to give shout-outs via social media.